Every purchase to be made must be initially reviewed
to determine whether it is a purchase contract or a public works contract.
Once that determination is made, a good faith effort will be made to determine
whether it is known or can reasonably be expected that the aggregate amount
to be spent on the item of supply or service is not subject to competitive
bidding, taking into account past purchases and the aggregate amount to be
spent in a year.

The decision that a purchase is not subject to competitive
bidding will be documented in writing by the individual making the purchase.
This documentation may include written or verbal quotes from vendors, a memo
from the purchaser indicating how the decision was arrived at, a copy of the
contract indicating the source which makes the item or service exempt, a memo
from the purchase or detailing the circumstances which led to an emergency
purchaser any other written documentation that is appropriate.

All goods and services will be secured by use of written requests for
proposals, written quotations, verbal quotations or any other method that
assures that goods will be purchased at the lowest price and that favoritism
will be avoided, except in the following circumstances:

A good-faith effort shall be made to obtain the required
number of proposals or quotations. If the purchaser is unable to obtain the
required number of proposals or quotations, the purchaser will document the
attempt made at obtaining the proposals. In no event shall the failure to
obtain the proposals be a bar to the procurement.

Documentation and an explanation is required whenever
a contract is awarded to other than the lowest responsible offeror. This documentation
will include an explanation of how the award will achieve savings or how the
offeror was not responsible. A determination that the offeror is not responsible
shall be made by the purchaser and may not be challenged under any circumstances.

Pursuant to General Municipal Law § 104-b, Subdivision 2f,
the procurement policy may contain circumstances when, or types of procurements
for which, in the sole discretion of the governing body, the solicitation
of alternative proposals or quotations will not be in the best interest of
the municipality. In the following circumstances it may not be in the best
interests of the Village of New Hyde Park to solicit quotations or document
the basis for not accepting the lowest bid:

The individual or company must be chosen based on accountability,
reliability, responsibility, skill, education and training, judgment, integrity
and moral worth. These qualifications are not necessarily found in the individual
or company that offers the lowest price and the nature of these services are
such that they do not readily lend themselves to competitive procurement procedures.

Emergency purchases pursuant to § 103, Subdivision
4, of the General Municipal Law. Due to the nature of this exception, these
goods or services must be purchased immediately and a delay in order to seek
alternate proposals may threaten the life, health, safety or welfare of the
residents. This section does not preclude alternate proposals if time permits.

Purchases of surplus and secondhand goods from any source.
If alternate proposals are required, the Village of New Hyde Park is precluded
from purchasing surplus and secondhand goods at auctions or through specific
advertised sources where the best prices are usually obtained. It is also
difficult to try to compare prices of used goods and a lower price may indicate
an older product.

Goods or services under $1,000. The time and documentation
required to purchase through this policy may be more costly than the item
itself and would therefore not be in the best interests of the taxpayer. In
addition, it is not likely that such de minimis contracts would be awarded
based on favoritism.